New RingCentral User Standard Operating Procedure

This SOP will walk through each step for setting up a new RingCentral Account

1. Access the Template
   • Open the template for new user account requests, located in the IT Teams files under the “RingCentral Migrations” folder. (File Name: RC Request Form.docx)
   • For the 10-digit Phone # (Existing # or New #) field:
     • Choose “new” if the user does not have an existing UTK number they wish to keep.
     • Provide the existing UTK number if the user has a pre-existing desk phone. (Note: if using a pre-existing number there may be a porting window where their caller ID does not match their extension.)
   • For the Outbound Caller ID field, select “Primary #” unless instructed otherwise.
   • Use Standard User for the user type. If adding them to a pre-existing queue, specify the queue name. If no queue exists, refer to the “New RingCentral Queue” SOP.
   • The Data Port # field is only used if the user requires a physical desk phone. Reference the port number labeled on the wall plate of the circuit being used.
   • If setting up multiple accounts, transfer information from the template into the BulkRingCentralAcctTemplate.xlsx for better organization and viewing.
2. Funding Source
   • Charge all accounts to the general funds account for Facilities Services:
     Account Number: 10-1100001-110302-330-0000
3. Submit the Template
   • Submit the completed template to Telephone Services via email: telephoneservices@utk.edu.
4. Welcome Message and Login Instructions
   • Telephone Services will contact both the IT member and new user with a welcome message and login instructions.
   • Some users may require IT support for initial installation and login assistance.
5. Problem Reporting
   • Report any issues to telephoneservices@utk.edu immediately.
   • Note: The texting feature may take up to two days to activate but typically works upon first login.
   • Once setup is complete, upload all information to RingCentral User List.xlsx

This SOP ensures streamlined processes for managing RingCentral accounts and queues while addressing potential issues efficiently.